Getting started
Team, roles and who sees costs
Give the purchase team purchase rates, the sales team selling rates, and keep margins private.
Don't want the supervisor to see purchase prices, or the sales team to see your margins?
Each user gets a role. The role decides which modules they open, and a short list of sensitive capabilities decides who sees money.
1Ready-made roles
WhereSettings → Team → Manage roles
- 1SettingsIn the left menu.
- 2TeamUsers, roles and permissions.
- 3Add userName, email (to sign in), role and password.
- 4Manage rolesWhat each role can open, and who sees money.
| Role | For | Does |
|---|---|---|
| Owner | You | Everything: costs, margins, settings, users |
| Office Staff | Accounts, purchase, sales | Orders, purchase, GRN, dispatch, bookkeeping |
| Floor Staff | Supervisor, operators, store | Logs production, receives goods, manages stock |
For each module choose No Access, View or Full. Restrict deleting lets someone create and edit but never delete.
2Who sees money
| Capability | Give it to | Why |
|---|---|---|
| View and enter purchase costs | Purchase person, accounts | Types rates on GRNs; others see quantities only |
| Enter selling rates | Sales team | Quotes and fills rates without seeing cost or margin |
| See cost / margin values | Owner, partner, accountant | Opens costing and profit |
| Override BOM during production | Production head | Changes materials on a log |
| Adjust stock without a document | Trusted store-keeper | Free stock corrections (reason required) |
| Manage BOMs and formulations | Owner, production head | Edit and publish recipes |
These are elevated actions: a mistake costs money or hides a loss. Logging production, receiving goods and dispatching never need them.
3Name, email and password
Click a user → Edit details for name, email (used to sign in) and phone. Change password sets a 6-digit PIN; leave it blank and Trakto generates one you can share.
Still stuck?
Book a set-up call. We'll configure your compound, variants and machines with you.